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IEMA / IESMA MOU. PURPOSE The purpose of this Agreement is to provide disaster response assistance to units of local government during declared disasters.

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Presentation on theme: "IEMA / IESMA MOU. PURPOSE The purpose of this Agreement is to provide disaster response assistance to units of local government during declared disasters."— Presentation transcript:

1 IEMA / IESMA MOU

2 PURPOSE The purpose of this Agreement is to provide disaster response assistance to units of local government during declared disasters when local and regional resources are insufficient to meet the disaster response needs of the requesting unit of local government, and to provide for disaster training exercises to maximize the effectiveness of responses to disaster related requests for assistance.

3 Responding agencies acting pursuant to this Agreement shall be reimbursed for all eligible costs incurred for responses approved by IEMA pursuant to this Agreement and in accordance with the Illinois Emergency Management Agency Act" (20 ICLS 3305/8 et seq) and other applicable statutes. Eligible costs are those incurred on or after the date of a disaster event that is the subject of a State disaster declaration. Responding personnel may be reimbursed, in whole or in part, for those costs incurred prior to receiving IEMA's approval. Such determination shall be at the sole discretion of IEMA in accordance with statutory authority. When possible, IESMA will notify IEMA of the existence of an event that may eventually rise to the level of a State declaration. IESMA Emergency Management Assistance Team (EMAT) members that initially respond to such an event prior to a State declaration may be eligible for authorized expenses as per applicable law.

4 During any training exercises, the procedure set forth in paragraph D, above, shall be followed by the training participants, as required to achieve the objectives of the training exercise. All training exercises will be subject to the mutual agreement and availability of units to participate. IESMA shall follow the training and exercise requirements pursuant to IESMA Emergency Management Assistance Team (EMAT) policy Tier requirements GEN thru GEN and Education and Training requirements TRNG

5 Team Application & Certification Compliance Statement Team Member Name: _______________________________________________ Application: Accepted Standby Incomplete Rejected Qualified as: Tier I Tier II Tier III Tier IV DNQ Effective: ____/______/20____ IESMA Membership Up to Date Yes No IESMA Membership Up to Date Yes No

6 Tier IV Hazardous Materials Awareness Bloodborne Pathogen Awareness IS 1 - Intro to Emergency Management IS EOC Management & Operation IS 700a - NIMS An Introduction IS 800b - National Response Framework ICS Intro to Incident Command System ICS ICS for Single Resources IS 701a - Multi-Agency Coordination Systems IS 702a - Public Information Systems IS 703a - Resource Management IS 704a - Communication & Information Management

7 Tier III Emergency Planning Homeland Security Exercise and Evaluation Program (HSEEP) Principles of Emergency Management IS 393 a - Intro to Hazard Mitigation

8 Tier II Completed the Illinois Professional Development Series (PDS) including the following topics: Decision Making and Problem Solving Developing Volunteer Resources Effective Communications Emergency Planning Homeland Security Exercise and Evaluation Program (HSEEP) Principles of Emergency Management Leadership and Influence Damage Assessment ICS Intermediate ICS for Expanding Incidents ICS Command & General Staff - Complex Incidents Shall have a minimum of 3 Years Emergency Management Experience

9 Tier I Completed the Illinois Professional Emergency Manager (IPEM); EOC Management and Operations Debris Management Emergency Response to Terrorism Shall have a minimum of 5 Years Emergency Management Experience Exercise requirements/ 12 hours sponsored training as required by IPEM standards and accreditation program

10 EMAC EMAC Field Course Position specific areas (at least 2) include the following: Incident Command (all Team Leaders) Liaison Officer Safety Officer Public Information Officer Planning Section Chief Operations Section Chief Logistics Section Chief Finance/Admin Section Chief Intelligence Section Chief Communications Unit Leader Situation Unit Leader Documentation Unit Leader Resource Unit Leader

11 Completed all of the following: ESF # 1 – Transportation ESF # 2 – Communication ESF # 3 – Public Works & Engineering ESF # 4 – Firefighting ESF # 5 – Emergency Management ESF # 6 – Mass Care, Emergency Assistance, Housing & Human Services ESF # 7 – Logistics Management ESF # 8 – Public Health & Medical Services ESF # 9 – Search & Rescue ESF #10 – Oil & Hazmat Response ESF #11 – Agriculture & Natural Resources ESF #12 – Energy ESF #13 – Public Safety & Security ESF #14 – Long Term Recovery

12 Training Audit Justification Transcripts from: IEMA FEMA Other Training provider College IFSI – OSFM – IDPH – etc

13 Copies of Certificates Other Proof of Training/Attendance & Successful completion

14 Deploy EMAC Deployment EMAC (Emergency Management Assistance Compact) Deployments are designed to provide personnel who are trained and organized to support disaster response operations by assisting the Incident Commander/Unified Command (IC/UC) using emergency management specialists and technical specialists.

15 EMAC requests typically out of state. The incident/event is of a higher level and more than likely receiving a fair amount of publicity. In addition, the work loads are very demanding and require more professionalism due to the public exposure a team member may be subjected to. The work load will have a tendency to add a significant stress level not normally seen on local incidents/events. For these reasons, EMAC Team Members need to meet a higher standard both in education and stress management. EMAC Team members shall meet certain eligibility guidelines that can be found in Deploy – EMAC Team Eligibility.

16 EMAC Teams must work and function as a team from the start of the deployment (meeting at the RSOI for mobilization) until they are demobilized (back at the RSOI). Sometimes the team may have to be totally self-sufficient for the length of the deployment. These EMAC Teams shall be prepared to provide their own needs throughout the deployment. Guidelines for such needs can be found in Deploy – EMAC Team Deployment Needs.

17 EMAC Teams become temporary State employees when on such deployments. Because we represent the State of Illinois, IEMA, IESMA and our local jurisdictions, we must carry our selves in an appropriate manner. Guidelines for deployment expectations can be found in Deploy – EMAC Team Deployment Expectations.

18 Such EMAC requests are typically requesting specific short falls or needs that will assist the afflicted jurisdiction on a large scale disaster or event. Such requests need to be filled with trained personnel who have a background in the position they are going to fill. For minimal training requirements, please refer to Deploy – EMAC Team Minimum Training Requirements.

19 EMAC requests require the responding personnel to pay costs up front and then be reimbursed upon approval upon return. Before the EMAC request is approved by the State/Jurisdiction requesting the assistance, preliminary costs are sent to that State/Jurisdiction to be approved. This tells the requesting parties how much costs are so that they are not surprised after the deployment. Certain factors are built in to the request that include travel, lodging, meals, work hours and incidentals. Each person that will be considered for EMAC deployment will have completed the Form – IESMA-EMAT Benefit Calculation Form prior to any deployment consideration. The IESMA-EMAT Coordinator will maintain this information and request updates on an annual basis to keep it current.

20 During EMAC Deployments, each individual is expected to maintain records of their deployment. Such records include, but are not limited to, *Time Sheets *Travel Vouchers *ICS -214s for each day *After Action Notes Each of the above listed forms can be found in the Forms Section of the Policy Manual.

21 Deploy EMAC Team Eligibility Purpose The purpose of this guideline is to provide a minimum eligibility requirement for personnel to meet in order to be considered for deployment on an EMAC Team.

22 EMAC Eligibility EMAC requests typically out of state, with the incident/event nature considered to be of a higher level and more than likely receiving a fair amount of publicity. The work loads may become very demanding and require more professionalism due to the public exposure a team member may be subjected to. The work load will have a tendency to add a significant stress level not normally seen on local incidents/events. Each person being considered for the EMAC Team shall meet or exceed these guidelines in order to be a deployable asset. Because some of these are new guidelines and current team members may not have had an opportunity to have achieved dome of the new requirements, any current IESMA- EMAT Member, who has been on a passed EMAC deployment, shall be considered eligible for any such request for one year from the effective date of this policy. During that time, current members shall make every attempt to meet the minimum requirements set forth in this guideline.

23 Because EMAC Requests are generally specific in nature, each EMAC Team Member needs to meet a minimum level of training. The minimum training requirements can be found in Deploy – EMAC Team Minimum Training Requirements. EMAC Teams must work and function as a team from the start of the deployment (meeting at the RSOI for mobilization) until they are demobilized (back at the RSOI). Sometimes the team may have to be totally self-sufficient for the length of the deployment. These EMAC Teams shall be prepared to provide their own needs throughout the deployment. Guidelines for such needs can be found in Deploy – EMAC Team Deployment Needs.

24 EMAC Teams become temporary State employees when on such deployments. Because we represent the State of Illinois, IEMA, IESMA and our local jurisdictions, we must carry our selves in an appropriate manner. Guidelines for deployment expectations can be found in Deploy – EMAC Team Deployment Expectations. Such EMAC requests are typically requesting specific short falls or needs that will assist the afflicted jurisdiction on a large scale disaster or event. Such requests need to be filled with trained personnel who have a background in the position they are going to fill. For minimal training requirements, please refer to Deploy – EMAC Team Minimum Training Requirements.

25 EMAC requests require the responding personnel to pay costs up front and then be reimbursed upon approval upon return. Before the EMAC request is approved by the State/Jurisdiction requesting the assistance, preliminary costs are sent to that State/Jurisdiction to be approved. This tells the requesting parties how much costs are so that they are not surprised after the deployment. Certain factors are built in to the request that include travel, lodging, meals, work hours and incidentals. Each person that will be considered for EMAC deployment will have completed the Form – IESMA-EMAT Benefit Calculation Form prior to any deployment consideration. The IESMA-EMAT Coordinator will maintain this information and request updates on an annual basis to keep it current.

26 During EMAC Deployments, each individual is expected to maintain records of their deployment. Such records include, but are not limited to, *Time Sheets *Travel Vouchers *ICS -214s for each day *After Action Notes Each of the above listed forms can be found in the Forms Section of the Policy Manual.

27 Deploy EMAC Team Deployment Needs Purpose The purpose of this guideline is to provide a list of the minimum needs and considerations personnel to have and consider for deployment on and with an EMAC Team.

28 Individual Needs EMAC requests typically out of state, with the incident/event nature considered to be of a higher level. Each team member is required to be self sufficient in covering any costs they may have for travel expenses, lodging, meals and incidentals. Keep in mind that such costs will likely be reimbursed from the requesting state, however, that expense reimbursement may take sometime to materialize. In most cases, Illinois knows what the limitations are before an EMAC Team is deployed to a stricken area. Such conditions will be relayed to the Team Coordinator or Team Leader at the time the request is recognized. The Team Coordinator or Team Leader may need to determine if the team can produce provisions to meet the teams minimal needs to survive the deployment.

29 Depending on the type or magnitude of the incident, power may be an issue. Therefore, charge cards may not work. Each team member should have a charge card (s) to pay for lodging, and other large expenditures, but may also need cash in case charge card systems are down. Efforts will be made to take IESMA-EMAT equipment for the deployment. However, each team member may need to bring their own items so that they can perform their tasks/missions appropriately. All efforts will be made to insure that equipment needs are stated during the request process. A list of potential items team members may need are included in Form – IESMA-EMAT EMAC Team Deployment Individual Needs.

30 Team Needs When the team deploys for an EMAC request, a long drive may be part of the requirement. Past history (2004 – Santa Rosa County Florida, 2005 – Mississippi for Hurricane Katrina and 2012 – New York City for Hurricane Sandy) has shown us that each trip required a long drive. For an individual to drive such long distances by themselves, puts a demand on them that takes away from the readiness to go to work upon arrival.

31 When deploying to an emergency/disaster/event, it may be necessary to use emergency lighting and sound. Vehicles shall have a means of communication other than a cell phone, to maintain contact with other vehicles used for the team deployment. Jurisdictional vehicles equipped with such emergency equipment shall be preferred over non- emergency vehicles. Team members will be required to partner with others and to utilize jurisdictional vehicles. Before a jurisdictional vehicle can be used, the following questions need to be answered: 1. Can a team member from jurisdiction A be allowed to operate a vehicle from jurisdiction B? 2.Is a team member from jurisdiction a covered by jurisdiction As insurance when operating a vehicle from jurisdiction B? 3.If a team member from jurisdiction A has insurance that covers him/her when operating any vehicle, can that team member than operate a vehicle from jurisdiction B?

32 If a vehicle can only be driven by a single driver, than that vehicle shall be left at the RSOI site and another vehicle used. To minimize vehicles in the RSOI Parking area for the duration of the deployment, it is suggested that partnerships between neighboring team members be made before departing from home. By establishing these partnerships, the issues pertaining to driving and insurance coverage could be resolved long before requests for team deployment are made.

33 Each vehicle will be given an EMAT Go Kit prior to departing the RSOI. It will be the responsibility of the team members assigned to the vehicle to maintain the EMAT Go Kit and return it to the Team Coordinator or Team Leader upon returning to the RSOI. Each EMAT Go Kit shall have the following items included: Working GPS with charging cord Current atlas Clipboard Pens/pencils Travel vouchers Envelopes for receipts Note paper IESMA-EMAT Dashboard Placard IESMA-EMAT Exterior Magnets (to be installed upon arrival at destination)

34 Deploy EMAC Team Deployment Expectations Purpose The purpose of this guideline is to provide the minimum expectations for the personnel that make up the EMAC Deployment Team.

35 Expectations Team members are representatives of the State of Illinois, IESMA-EMAT and your local jurisdiction. Representation of each of the above is paramount when viewed by the area you are deployed too. In simple terms, Present yourself in such a manner, that they want us to come back the next time they need help. When accepting the deployment you are working in an arena of someone else but should be working in the same manner as if your boss is watching. You should not do your job differently on the deployment than you would when you are in your own jurisdiction. You came on this deployment to work. It is not a vacation.

36 Cell phones have become our way of life. Everyone has at least one and most calls are channeled to them. However, when on a deployment, your work time is not your personnel time. Personnel affairs should be conducted on your rest, break or other time, not while on your scheduled deployment work time. If you need to handle personnel matters, talk to your Team Coordinator or Team Leader so that time can be arranged to handle personnel affairs.

37 Breaks and lunches should be defined at the first Team Briefing. The Team Coordinator or Team Leader should inquire with the requesting agency representative on how such breaks will be placed in to the schedule. This includes smoke breaks, etc. If your assigned task/mission allows for you to have idle time, do not disrupt others who are working. Having long conversations to kill time may delay the urgent task/mission some one else may be dealing with.

38 Appearance of a team member can cast an opinion of the team as a whole. Team dress on deployments should fit the mission. Since all team members will be from IESMA-EMAT, the EMAT uniforms shall be worn when working.

39 Deployments for EMAC, like IESMA-EMAT, call for working time up to 14 days. If there is a need for employees to do laundry to have clean uniforms, every effort shall be made to make provisions for time to do laundry. If this is not practical, IESMA shirts shall be worn as an alternate uniform. As a third alternative, your jurisdiction uniform can be worn. Should the afflicted jurisdiction have a casual Friday type day, this should be disclosed to the Team Coordinator or Team Leader during the initial briefing. Team members may then wear non-uniform apparel so long as the apparel is in good taste and does not cause a distraction to the mission.

40 Proper foot wear shall be worn while working. No sandals or opened toed shoes shall be worn during designated work periods. If work is in the field amongst debris or other damage, appropriate foot wear that will prevent potential injury shall be worn.

41 Deploy EMAC Team Minimum Training Requirements Purpose The purpose of this guideline is to provide a list of the minimum training requirements of the personnel that make up the EMAC Deployment Team.

42 Position Specific Functions IESMA-EMAT has pledged to be NIMS (National Incident Management System) compliant. Each team member needs to be prepared to function in at least two of the ICS positions. This includes either completed or having a task book open for each position. If you have completed a task book, this position specific certification needs to be included on your IEMA transcript as part of your credentialing.

43 Position specific areas include the following: Incident Command (all Team Leaders) Liaison Officer Safety Officer Public Information Officer Planning Section Chief Operations Section Chief Logistics Section Chief Finance/Admin Section Chief Intelligence Section Chief Communications Unit Leader Situation Unit Leader Documentation Unit Leader Resource Unit Leader

44 Emergency Support Functions With the addition of Emergency Support Functions (ESFs) to the emergency planning process, such positions are now specifically requested (as was seen in the 2012 deployment to New York City). Each team member needs to be prepared to function in at least three of the ESF positions. Use your everyday function as your main ESF Position and choose two other that may be related.

45 ESF # 1 – Transportation ESF # 2 – Communication ESF # 3 – Public Works & Engineering ESF # 4 – Firefighting ESF # 5 – Emergency Management ESF # 6 – Mass Care, Emergency Assistance, Housing & Human Services ESF # 7 – Logistics Management ESF # 8 – Public Health & Medical Services ESF # 9 – Search & Rescue ESF #10 – Oil & Hazmat Response ESF #11 – Agriculture & Natural Resources ESF #12 – Energy ESF #13 – Public Safety & Security ESF #14 – Long Term Recovery

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